This chapter shall be known, and may be cited, as the Record
Retention Ordinance of the city.
(Ordinance 314-90-03-13, passed 3-13-90)
For the purpose of this chapter, the following definitions shall
apply unless the context clearly indicates or requires a different
meaning.
The officer who by ordinance, order, or administrative policy
is in charge of an office of the city that creates or receives records.
Any record of the city necessary to the resumption or continuation
of operations of the city in an emergency or disaster, to the re-creation
of the legal and financial status of the city, or to the protection
and fulfillment of obligations to the people of the city.
Any document, paper, letter, book, map, photograph, sound
or video recording, microfilm, magnetic tape, electronic media, or
other information recording media, regardless of physical form or
characteristics and regardless of whether public access to it is open
or restricted under the laws of the state, created or received by
the city or any of its officers or employees pursuant to law or in
the transaction of public business.
Any record of the city for which the retention period on
a records control schedule is given as permanent.
A document prepared by or under the authority of the Records
Management Officer listing the records maintained by the city, their
retention periods, and other records disposition information that
the records management program may require.
The application of management techniques to the creation,
use, maintenance, retention, preservation, and disposal of records
for the purposes of reducing the costs and improving the efficiency
of record keeping. The term includes the development of records control
schedules, the management of filing and information retrieval systems,
the protection of essential and permanent records, the economical
and space-effective storage of inactive records, control over the
creation and distribution of forms, reports, and correspondence, and
the management of micrographics and electronic and other records storage
systems.
The person designated in § 34.30 of this chapter.
The plan developed under § 34.31 of this chapter.
The minimum time that must pass after the creation, recording,
or receipt of a record, or the fulfillment of certain actions associated
with a record, before it is eligible for destruction.
(Tex. Loc. Gov’t Code, § 201.003; Ordinance 314-90-03-13, passed 3-13-90)
All municipal records are declared to be the property of the
city. No city official or employee has, by virtue of his or her position,
any personal or property right to such records even though he or she
may have developed or compiled them. The unauthorized destruction,
removal from files, or use of such records is prohibited.
(Ordinance 314-90-03-13, passed 3-13-90)
It is hereby declared to be the policy of the city to provide
for efficient, economical, and effective controls over the creation,
distribution, organization, maintenance, use, and disposition of all
municipal records through a comprehensive system of integrated procedures
for the management of records from their creation to their ultimate
disposition, consistent with the requirements of the Local Government
Records Act, Tex. Loc. Gov’t Code §§ 201.001 et seq.,
and accepted records management practice.
(Ordinance 314-90-03-13, passed 3-13-90)
